Collections Specialist 3-day in house only ending 04/25/2025

3-day in house only ending 04/25/2025

Job Title:        Collections Specialist                     

FLSA Status: Non-Exempt

Department:  Housing                                           

Pay Grade: 5 / A

Supervisor:    Housing Manager                        

Position Status: Full-time

 

General Description

The Collections Specialist is expected to respect and follow all YNHA policies and enforce all applicable YNHA, Tribal, and HUD regulations. Incumbents will implement the collections policies and procedures that apply to delinquent accounts in YNHA rental and homeownership housing. The incumbent is responsible for dealing directly with residents, funding agencies, and other YN Tribal entities in collecting back payments through Payroll Deductions and negotiating Payback Agreements. Incumbent provides minimum counseling to tenants and homebuyers on their legal responsibilities as listed in resident's signed lease or homebuyer agreement. The Collections Specialist receives directions from, is supervised by, and reports to the Housing Manager. The Collections Specialist is part of the team that provides services to residents and as such is expected to raise and discuss issues and concerns that may arise from her/his work and to propose actions to address them. The incumbent has no supervisor responsibilities.

Responsibilities require employee to follow:

• YNHA programs listed “Common Duties,” listed below.
• Department programs listed “Essential Tasks,” listed below.

Common Duties:

• Read and comply with all appropriate standards & Procurement Policy, and YNHA policy and procedures, e.g., Personnel Policy Manual, Company Vehicle Policy, Financial Administration Policy and applicable Policy & Procedures to the job, Internal Department and Program guidelines, etc.
• Work cooperatively with all YNHA employees or those associated with the Tribe.
• Travel to and from other offices locations.Essential Tasks

The tasks listed below represent the majority of the time spent working in this position. Management may assign tasks related to the type of work of the position, as necessary.

• Assures compliance with HUD and YNHA's policies and procedures in the Low Rent, Tax Credit, Nahasda, and homebuyer’s programs.
• Collects unpaid monies through correspondence, field investigations and personal contacts with renters /homebuyers.
• Confers with debtors and responsible parties regarding satisfaction of charges.
• Educates renter, homebuyer, or debtor of their legal obligations to make payment, and consequences of failure to fulfill obligations.
• Calculate and verify the amount due, determines debtors’ ability to pay, prepare Pay Back Agreements, monitor payments received on account, maintains information concerning pending and delinquent accounts.
• Negotiates with agencies that provide income to residents to get housing payments through Payroll Deductions made directly to the YNHA when possible.
• Maintains close contact with Housing Enforcement Specialist assisting with lease terminations, Board Hearing preparations, and other non-compliant lease violations.
• The Collections Specialist will assist the Housing Enforcement Specialist in preparing case files for Board Hearings and Tenant Appeals.
• Prepare notes, correspondence, case files and reports accurately, completely, and in a timely manner.
• Maintains residents' record of collection and status and accounts on a daily basis. Maintains a daily log of contacts, dispositions, mileage, and time involved in each.
• Maintains utmost discretion in handling personal and confidential information.
• Immediately informs the Program Manager of any concerns of any occupants who are refusing to fulfill their responsibilities as good residents and neighbors and who with Resident Services Specialist to work with complaints and concerns. Particularly unreported occupancy changes, suspected unit abuse, family abuse or illegal activities, and dog complaints.
• Ability to organize case files and reports, accurately and completely.
• Ability to develop an action plan to address problems.
• Ability to manage a large caseload of families.
• Assist with conducting Urinary Analysis tests, when necessary.
• Performs other essential tasks and duties as assigned by immediate supervisor.

 

Involvement With Data, People

Data Involvement: Basic office skills, writing summaries, logging of tasks, work orders-writing, updating, completing them. Emails and correspondence. Knowledge of computer operations, software, and hardware.

People Involvement: Ability to deal effectively with the public in conflict situations, problem solving in situations. Also communicate with YNHA staff. Knowledge and understanding of social economic problems and conditions related to housing, health, education of low-income groups: of available local resources and services. Knowledge and understanding of social economic problems and conditions related to housing, health, education of low-income groups, of available local resources and services.

 

General Requirements

Reasoning Requirements: Requires performing routine work involving set procedures, using common sense, and taking directions without question.

Mathematical Requirements: Make arithmetic computations, addition, subtraction, multiplication, and division rapidly and accurately. Knowledge of calculator to calculate ratios, rates, percentages, and excel spreadsheets for reports if needed.

Language Requirements:  Ability to communicate effectively in English, orally and in writing. Requires reading sentences, instructions, regulations, procedures, or work orders; writing sentences and completing job forms and incident reports; speaking sentences using proper grammar.

Mental Requirements: Requires detailed work, professional level work requiring the application of procedures. The ability to effectively plan, organize, manage, and follow up on caseload (s).

Physical and Dexterity Requirements: Requires normal physical dexterity of personal computers, printers, sitting at a desk and walking. Normal physical activity can be minimal and may involve standing, walking, reaching, bending, crouching, stooping. The incumbent must occasionally push, pull, and/or lift objects up to and over (30) thirty pounds (i.e. file boxes)

Environment Hazards: Will work indoors and outdoors exposed to weather occasionally. Driving capability to see tenants in work vehicles and is exposed to weather conditions. The incumbent needs to be familiar with Personal Protective Equipment, PPE, and will be required to use such equipment as necessary; safety glasses/goggles, safety boots & gloves, Tyvek suits & booties. The employee may be exposed to usual and unusual hazards associated with housing developments.

Sensory Requirements: The job requires normal visual acuity and field of vision, hearing, speaking, and color, depth, and texture perception.

Judgments and Decisions: Ability to work independently. Requires being responsible for guiding others and making frequent decisions affecting employees, and visitors who depend on the service or product. Must be able to prioritize and go back to a task when needed, this position works in a fluid environment with rules and procedures, but with frequent variations from the routine.

Vocational/Educational/Experience requirements:

Education Requirements: High School Diploma, GED,

Preferred Technical vocational training in a related field and/or 2 Years of college in counseling, business administration or related field.

Experience Requirements: One year of experience in collections, counseling, business administration or similar position. Proficiency with MS Office; Word, Excel, PowerPoint, Outlook, and database systems.

Preferred experience and/or ability to quickly learn/gain knowledge of federal, state, and tribal laws, rules, and regulations pertaining to low-income housing authority policies and procedures. Knowledge of Yakama Nation Eviction and Foreclosure Code. Strong interpersonal communication skills, both orally and in writing. Ability to deal effectively with people in conflict situations, and the ability to use persuasion and negotiation skills. Knowledge of current laws, regulations and methods of enforcement relating to the legal collection of funds and other civil and criminal activities. Ability to manage conflict in difficult situations. Ability to work individually and as part of a team to achieve planned goals or objectives. Ability to establish priorities and meet deadlines for work. Ability to work with and maintain confidential data, which if disclosed might have adverse internal/and or minor external effect. Strong personal computer and software applications skills.

Special Certifications and Licenses: 

A Valid Driver's License is required at the time of appointment and throughout employment is required for this position. Must qualify to drive a YNHA vehicle through YNHA's insurance provider.

 

Drug and Alcohol Policy

The Yakama Nation Housing Authority has a “Drug Free Workplace Policy.” All employees are subject to pre-employment, random drug tests and to tests when the use of alcohol or drugs in the workplace is suspected.

Indian Preference Policy

In accordance with Section 101(k) of NAHASDA, Yakama Nation Housing Authority applies Indian preference in employment, as established by Resolution GC-05-2012 of the Yakama Nation General Council. 

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Posted on April 22, 2025

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